All papers, correspondence, memoranda, accounts, reports, maps,
plans, photographs, sound and video recordings, files, microform,
magnetic or paper tape, punched card, or other documents, regardless
of physical form or characteristic, which have been or shall be created,
received, filed or recorded by any city office or department or its
lawful successor, or officials thereof, in pursuance of law or ordinance
or in the conduct, transaction, or performance of any business, duty,
or function of public business, whether or not confidential or restricted
in use, are hereby declared to be records of the city and shall be
created, maintained, and disposed of in accordance with the provisions
of this article or procedures authorized by it and in no other manner.
Library and museum materials acquired solely for reference, exhibit,
or display and stocks of publications shall not constitute records
for purposes of this article.
(1987 Code, ch. 1, sec. 23A; 2001
Code, sec. 1.1001)
All city records as defined in section
1.06.001 of this article are hereby declared to be property of the city. No city official or employee has, by virtue of his or her position, any personal or property right to such records even though he or she may have developed or compiled them. The unauthorized destruction, removal from files, or use of such records is prohibited.
(1987 Code, ch. 1, sec. 23B; 2001
Code, sec. 1.1002)
It is hereby declared to be the policy of the city to provide
for efficient, economical, and effective controls over the creation,
distribution, organization, maintenance, use and disposition of all
city records through a comprehensive system of integrated procedures
for the management of records from their creation to their ultimate
disposition.
(1987 Code, ch. 1, sec. 23C; 2001
Code, sec. 1.1003)
The city secretary is hereby appointed records manager, and
shall administer and be responsible for city-wide files management
and the direction and control of the city’s records disposition
program. The records manager shall report and be responsible to the
city manager.
(1987 Code, ch. 1, sec. 23D; 2001
Code, sec. 1.1004)
The records manager shall have the following duties:
(1) Plan,
formulate, and prescribe basic files management and records disposition
policies, systems, standards, and procedures.
(2) Prepare
records retention and disposition schedules in cooperation with department
heads for all city offices and departments, define and identify vital
and permanent records, and establish retention periods for all records.
Retention periods shall be no shorter than desired by the originating
office, but shall be as long as deemed necessary by either the records
manager, the city attorney, or the city finance officer.
(3) Review
schedules annually and update or amend as needed.
(4) Coordinate
the city-wide files management and records disposition programs and
report annually to the city manager on program effectiveness in each
city department.
(5) Provide
records management advice and assistance to all city offices and departments,
by preparation of manuals of procedures and policies and by on-site
consultation.
(6) Develop,
disseminate, and coordinate files maintenance and records disposition
procedures, including but not limited to those prescribed by this
article, to meet the current and long-term information needs of the
city.
(7) Train
personnel in the fundamentals of records management and their duties
in the records management program.
(8) Carry
out at the proper time actions such as microphotography, destruction,
and transfers that are required by records schedules.
(9) Establish
and monitor compliance with standards for filing and storage equipment
and supplies in all city offices and departments, and report to the
city manager failure of any officer or department to comply with standards.
(10) Develop a city-wide forms design and control system.
(11) Establish in cooperation with other responsible city officials a
disaster plan for each city office and department to insure maximum
availability of records for re-establishing operations quickly and
with minimum disruption and expense.
(12) Develop procedures to insure the permanent preservation of the historically
valuable records of the city.
(13) Protect privacy and assure availability of public information from
records stored; bring to the attention of the city manager any office
not in compliance with laws or ordinances regarding public access
to information or protection of privacy.
(14) Prepare and submit annually to the city manager the budget requirements
to fulfill the records management goals of the city.
(1987 Code, ch. 1, sec. 23E; 2001
Code, sec. 1.1005)
All city offices and department heads are responsible for the
implementation and operation of effective files operations, records
transfers and dispositions, and other activities in accordance with
the provisions of this article within their areas of responsibility.
(1987 Code, ch. 1, sec. 23F; 2001
Code, sec. 1.1006)
All city offices and departments shall adopt records retention
and disposition schedules and destroy, transfer, or otherwise dispose
of records only according to such schedules.
(1987 Code, ch. 1, sec. 23G; 2001
Code, sec. 1.1007)
(a) Retention
periods to be included in records schedules shall be submitted by
the records manager to the city manager and city attorney, who shall
notify the records manager within ten (10) working days of his approval
or of any objection to a retention period. At the expiration of the
ten (10) day period, if no objection has been submitted, the records
schedule shall be adopted and shall have full force as sufficient
authorization for records destruction or other action. If objection
is made, the records manager shall determine a retention period satisfactory
to the office or department concerned, to the city manager, and to
the city attorney.
(b) When
a records retention and disposition schedule is adopted, it shall
thenceforth constitute full authority to destroy, transfer, microphotograph,
or take other actions, and the city council hereby directs that such
action be taken by the records manager or under his supervision. The
records manager shall notify the state librarian of intended destruction,
as required by law, but no further notice to the city council or other
city office shall be required. Revision of retention periods shall
be submitted for review to the city attorney and city manager in the
same manner as the original retention periods.
(1987 Code, ch. 1, sec. 23H; 2001
Code, sec. 1.1008)
Prior to adoption of records schedules for an office, one-time
destruction of accumulated obsolete records of that office may be
made by or under the supervision of the records manager. Prior to
such destruction the records manager shall submit lists of records
to be destroyed to the city attorney, who shall give notice within
ten (10) working days of any records he believes should not be destroyed,
and such records shall be retained for a period suggested by him.
The records manager shall also submit notice as required by law to
the state librarian. Obsolete records shall include those no longer
created by the office or department, and no longer needed for administrative,
legal, fiscal, or other research purposes.
(1987 Code, ch. 1, sec. 23I; 2001
Code, sec. 1.1009)
The records storage operation shall utilize one or more buildings
to store inactive records, to insure the security of such records
from deterioration, theft, or damage during the period of storage,
and to permit fast, efficient retrieval of information from stored
records.
(1987 Code, ch. 1, sec. 23J; 2001
Code, sec. 1.1010)
The records manager shall develop procedures to insure the permanent
preservation of the historically valuable records of the city. The
records manager shall provide housing for such records in such manner
that the records, unless their use is restricted by law or regulation,
are open to the public for research purposes. If city-owned facilities
are not available, the records manager shall arrange for the transfer
of the records to the state library for perpetual care and preservation
in one of its nearby regional historical resource depositories, or
shall make other arrangements for their permanent preservation not
contrary to law or regulation. In no circumstances shall the permanent
records of the city be transferred to private individuals, to private
historical societies or museums, or to private colleges or universities.
(1987 Code, ch. 1, sec. 23K; 2001
Code, sec. 1.1011)
Records no longer required in the conduct of current business
by any office of the city shall be promptly transferred to storage
or the state library, or be destroyed, at the time such action is
designated on an approved records schedule. Such records shall not
be maintained in current office files or equipment.
(1987 Code, ch. 1, sec. 23L; 2001
Code, sec. 1.1012)
A micrographics program shall be designed and implemented by
the records manager to serve all city offices and departments. No
office or department shall operate a separate micrographics program,
and no city funds may be expended to film, or to contract with a service
company to film, any city records, except through the records manager.
(1987 Code, ch. 1, sec. 23M; 2001
Code, sec. 1.1013)
The records manager shall determine how long the various records
of the city could be stored before the cost of storage during their
retention periods would exceed the cost of preserving them in microform.
In making this determination the records manager shall compare long-term
lease of low-cost storage facilities, in addition to or in place of
any records storage building operated by the city, with the cost of
microphotography. In calculating comparative costs, the records manager
shall consider document preparation and refiling time of staff, and
other indirect costs of micrographics, as well as the cost of separate
archival storage for master negatives of microform. Records determined
to be more economically stored on microform shall be microphotographed,
and, in addition, the records manager shall include the following
types of records in the micrographics program:
(1) Those
which the records manager determines are of historical value and whose
preservation is best insured by microphotographing the records on
archival quality film.
(2) Those
which because of the nature of the information they contain are indispensable
to the continued operations of an office, and therefore should be
microphotographed to provide a security copy.
(3) Those
which because of high volume use require frequent and/or large numbers
of copies to be made which could be made most efficiently or economically
through microfilm.
(1987 Code, ch. 1, sec. 23N; 2001
Code, sec. 1.1014)
Microfilm used for archival or security purposes as outlined in section
1.06.014 must meet the technical standards for quality, density, resolution, and definition of the American National Standards Institute (formerly the United States of America Standards Institute) as required by law. The master negatives of such film shall not be used for making use copies and shall be stored off-site under the environmental and security standards of the American National Standards Institute. Microform records must be indexed. The records manager or an authorized deputy shall check and certify that a microform record is a true and accurate duplication of the original record and shall cause to be included as part of the microform record certification images to that effect.
(1987 Code, ch. 1, sec. 23O; 2001
Code, sec. 1.1015)
The public is hereby given identical access to records on microform
to which they would be entitled under law if the records were in any
other medium.
(1987 Code, ch. 1, sec. 23P; 2001
Code, sec. 1.1016)